Partgroups
Parts in ControlOffice can be used for purchasing and issuing, for example via a workorder. Additionally, when parts are issued on a work order and/or object, they are automatically linked to the Bill of Materials (BOM) of that object. This can also be done manually or through an import.
Parts in ControlOffice can be used for purchasing and issuing, for example via a work order. Additionally, parts issued on a work order and/or object are automatically linked to the Bill of Materials (BOM) of that object. This can also be done manually or via an import.
How extensively you record parts depends on the company. Realistically, there are too many parts spread across all objects within a company to track every single one. Be honest about what is achievable. Will you record every part you come across? Or only the most important, frequently used parts? Or a combination of both? Is someone available full-time to maintain it, or is it extra work? It is better to track a smaller number of parts accurately than to record many parts and not manage them properly.
Each part can also have a QR code printed. The QR code can be scanned using the ControlOffice app, making it easy to issue the part.
See also this video on creating and managing your parts.
Parts
In this menu, parts can be created, edited, or deleted.
A part has several important fields in the detail tab. Using part groups, each screen can be configured with the desired fields.
| Field | Explanation |
|---|---|
| Code | Enter a unique part code. The code can also be automatically generated by ControlOffice using a sequence. |
| Name | Enter the name of the part. |
| Brand | Enter the brand. |
| Type | Enter the type. |
| Base Unit | Enter the base unit for this part, e.g., "Pieces". |
| Fixed Cost Price (FCP) | The fixed cost price is used by ControlOffice to track costs for this part. When the part is issued or purchased, this is the price used in cost entries. |
Part codes are often an abbreviation of the part group followed by a number sequence. For example, parts in the “Bearings” group may be coded “LAG0001” and numbered sequentially. This can be set up as a sequence, so no new part codes need to be created manually.
There tabs are availeble in each part to fill in detailed information about the stockroom(s) and supplier(s).
| Tab | Function |
|---|---|
| Stockroom | Specify in which warehouse(s) the part may be stored. For each warehouse, the current stock, minimum stock, and specific warehouse location can be recorded. |
| Suppliers | List suppliers for this part. For each supplier, you can record the supplier code (their part number), purchase price, lead time, discount, and other details. |
| Attachments | Add any attachments related to the part. |
| Objects | List the objects in which this part occurs. This is automatically populated based on issues but can also be added manually. |
| Purchase History | Shows all purchase orders in which this part was purchased. |
| Usage History | Shows all issues for this part. |
Partgroups
A partgroup is required when creating a part. Part groups provide several advantages:
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The layout of the part detail screen can be customized per group, allowing fields to be specific to the parts in that group.
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Statistics can be tracked per part group, e.g., costs per group.
Examples of part groups: Bearings, Oils & Greases, Lighting, Pneumatics, Electrical.
The layout of a part group is always structured in the same way. Each detail screen has three levels:
| Level | Function |
|---|---|
| Column | Outlined in blue in the design screen. At least 1 and at most 3 columns are required. Columns distribute information across the screen. Each column can have a title to highlight its information. Columns can be divided into segments. |
| Segment | Outlined in gray in the detail screen. Each column must contain at least one segment. Segments can have a title to visually highlight the information. Fields are placed within segments. |
| Field | Fields can only be placed inside segments. Fields can be made editable or required. |
These are the options when creating a partgroup.
| Option | Explanation |
|---|---|
| Delete Column | Click the shredder icon at the top-right of a column to delete it. Columns can only be deleted if they contain no segments. |
| Delete Segment | Click the shredder icon at the top-right of a segment to delete it. Segments can only be deleted if they contain no fields. |
| Field Editable | Check the box next to a field to make it editable or read-only. |
| Field Required | Check the box to make a field required or optional. |
| Delete Field | Click the trash icon to remove a field from the detail screen. Fields are not deleted permanently but moved to the “available fields” pool. Some fields cannot be removed (system fields required for proper data handling). |
| Drag & Drop | Columns, segments, and fields can be moved to a desired position. |
| Add Column | When there are 1 or 2 columns, a new column can be added. The button appears automatically at the left of the screen. |
| Add Segment | In each column, a button at the bottom-left adds a new segment to the column. |
| Add Field | In each segment, a button at the bottom-right adds a new field to the segment. |
| Add List | Tabs can be added as lists directly in the detail screen. This allows users to work directly without switching tabs, e.g., creating an activity, issuing a part, or adding an attachment. |
Fields that already exist but are not yet used in the part group can be added via the “Add Field” button. Select one or more fields and click the + icon at the top-left. Next to the + is a button to create a new custom field, which can be used immediately. Each custom field must have a unique name, a label (visible to users), and a field type.
Tabs can also be configured to be visible in the web app and/or mobile app, and which columns should be displayed in each.
These features are not suitable for all users; only knowledgeable users should have access.
Freefields – Parts
Custom fields created by the user, in addition to system fields, can be used in any part group. Each custom field requires three mandatory attributes: name (unique, no special characters), label (visible to users), and field type.
| Field Type | Explanation |
|---|---|
| Image | Upload an image (e.g., photo of the part). |
| Department | Select a department (System Management → Departments). |
| Auto Number | Automatically incrementing number. |
| Amount | Enter an amount. |
| Date | Enter a date. |
| Date/Time | Enter both date and time. |
| Decimal | Enter a number with 2 decimal places. |
| Service | Select a service (System Management → Services). |
| Number | Enter a whole number. |
| Signature | Add a signature. |
| Yes/No | Choose Yes or No. |
| Employee | Select an employee (System Management → Employees). |
| Memo | Large text field for notes. |
| Product | Select a product (System Management → Products). |
| Relation | Select a relation (Main Menu → Relations). |
| Time | Enter only a time (HH:MM). |
| Text | Enter text. |
| Value List | Let the user select from a predefined value list (System Management → Value Lists). |
These features are not suitable for all users; only knowledgeable users should have access.
Warehouses
Warehouses can be created and linked to parts.
Each warehouse requires a unique code and name.
One warehouse can be set as the default. Any new or imported part will automatically be placed in the default warehouse.
These features are not suitable for all users; only knowledgeable users should have access.